Team Administrator

37 hours per week / Fixed term (12 months maternity cover) / Hybrid working (three days office based in Hove and two days working from home), Monday to Thursday , Friday

YMCA Downs Link Group is the leading charity for children and young people across Sussex and Surrey. We offer safe homes, mental health support and trusted advice.

We believe that every child and young person has the right to be safe, heard and to shape their own future. We work alongside them to make that happen.

We are here for children and young people, many of whom face multiple challenges and need our support.

Our Values - we do what's right, we work with heart, and we build real connections - guide us in all our actions.

We are looking for a proactive and highly organised People Team Administrator to join our People Team on a 12-month maternity cover contract. This is an exciting opportunity for someone who enjoys building relationships, solving problems and ensuring processes run smoothly.

As a key member of the People Team, you will support recruitment, onboarding, agency worker compliance, volunteer recruitment and DBS renewals, helping to deliver an efficient, compliant and positive people experience across the organisation. You will work closely with managers, candidates, volunteers and colleagues, providing advice, administration and coordination to ensure activities are completed accurately and on time.

• Act as the first point of contact for recruitment enquiries and manage the recruitment inbox.
• Support managers throughout the recruitment process, providing guidance on recruitment processes and safer recruitment requirements.
• Coordinate vacancies, advertising, interviews, offers and pre-employment checks.
• Draft and publish job adverts, coordinate advertising activities and support recruitment campaigns.
• Proactively monitor recruitment activity, follow up outstanding actions and help deliver a positive candidate experience.
• Maintain accurate recruitment, onboarding and employee records.

• Manage agency worker administration, onboarding and offboarding processes.
• Maintain agency worker records, HRIS data and compliance documentation.
• Support managers with agency worker procedures and approved supplier requirements.
• Monitor safer recruitment compliance and undertake regular audits of agency worker records.
• Work with managers and suppliers to resolve outstanding actions and compliance issues.

• Support the recruitment and onboarding of volunteers, placements and Board/Committee members.
• Maintain accurate records, files and recruitment trackers.
• Monitor recruitment activity and ensure safer recruitment requirements are completed.
• Work collaboratively with managers and colleagues to deliver a positive volunteer experience.

• Coordinate DBS renewals for staff, volunteers and Board/Committee members.
• Monitor renewal activity, follow up outstanding actions and maintain accurate records.
• Provide advice and guidance on DBS processes and requirements.
• Investigate and resolve data discrepancies and escalat concerns where necessary.

We are looking for someone who is organised, proactive and able to build positive working relationships with people at all levels. You will be confident managing multiple priorities, taking ownership of tasks and ensuring activities are followed through to completion.

• Experience working in a People/HR Administration, Recruitment Administration or busy administrative role.
• Experience maintaining accurate and confidential records and data.
• Experience using HR, recruitment or database systems and Microsoft Office applications.
• Understanding of GDPR, confidentiality and handling sensitive information.
• Experience supporting recruitment, onboarding or compliance processes would be advantageous.

• Excellent organisational skills and attention to detail.
• Ability to manage competing priorities and meet deadlines.
• Strong verbal and written communication skills.
• Ability to build effective working relationships with managers, colleagues and external stakeholders.
• Proactive approach to problem solving and continuous improvement.
• Ability to work independently, use initiative and recognise when to seek guidance or escalat concerns.
• Commitment to providing a high-quality customer and candidate experience.

This is a varied and rewarding role offering the opportunity to make a real contribution to the employee, candidate and…